Recently named Charity of the Year by Just Giving Awards 2022, we’re committed to moving further, faster to accelerate change for everyone affected by a brain tumour. Brain tumours kill more children and adults under 40 in the UK than any other cancer. We know that a cure can’t wait.

This is an exciting opportunity for an experienced Executive Assistant. It is a multi-faceted role, working for a friendly and supportive charity, and offering the opportunity to get involved in a variety of activities, including leading on specific projects and assisting in the organisation of special events.

📍Location: While contracted to our office in Fleet, Hampshire, our team supports a blend of office and home working provided you have adequate broadband and IT capability, with an average of two days in the office each week.

⏰Working hours: This role is full-time at 37.5 hours per week, with some out of hours working. We’re open to part-time working of 30 hours and above, and we operate a flexible working policy.

💰Benchmarked salary: £35,000 to £40,000 (dependent on level)

We are looking for an Executive Assistant with exceptional organisational and administration skills, with strong attention to detail and a proactive working style. You will have excellent interpersonal skills and be able to quickly build rapport with people at all levels and from a diverse range of professions and backgrounds.

In this role, you will provide diary management and administrative support to the Chief Executive Officer (CEO) and to the Chair of the Board of Trustees. This will include organising travel and accommodation and working closely with relevant departments to ensure the CEO has appropriate briefings for meetings, speeches, conferences and events as well as coordinating the correspondence of the CEO as required (including email, letters and relevant social media). You will also be responsible for coordination and minuting of leadership team meetings, board meetings, and meetings of the subcommittees of the board as required. 

Diary management and administrative support

Providing administrative support to the CEO and to the Chair of the Board of Trustees in conducting charity business, including scheduling meetings, preparing for meetings, and writing minutes and reports as required. This will specifically include:

• Providing proactive diary management for the CEO, including organising travel and accommodation, and providing reminders as required.
• Liaising with relevant departments to ensure the CEO has appropriate briefings for meetings, speeches, conferences and events.
• Coordinating high-level and sensitive correspondence of the CEO (including email, letters and relevant social media).
• Supporting some/all subcommittee of the Board of Trustees, preparation for quarterly board, including gathering performance data updates
• Providing inbox management for the CEO, managing their ‘To-Do-List’, and ensuring that they are briefed on priority tasks and deadlines.
• Acting as the first point of contact for the CEO with internal and external clients and handling incoming requests and queries appropriately.
• Developing and maintaining an efficient documentation and filing system
• Producing reports and presentations as needed in support of the CEO.
• Managing and coordinating the CEO Office expenses claims, and business card returns.

Meeting coordination and support:

• Coordinating, scheduling and recording meetings for the Senior Leadership Team, Extended Leadership Team (SLT and Heads of Teams) and for the board of trustees as required.
• Assisting in the preparation of agendas, collation and distribution of papers for Senior Leadership Team meetings and board meetings.
• Assisting in the organisation of special events, as required. This may include assisting in the wider coordination of events such as conference attendance.

Project support

• Leading on specific projects on behalf of the CEO, as required.
• Researching issues to support the CEO to write papers, blogs or speeches, as required.

We encourage you to apply to the role even if you do not meet all of the criteria.

Experience:

• Experience of working as an Executive Assistant, providing support to Director or CEO level.
• Extensive experience of managing the diary and administration of senior colleagues, with effective knowledge of administration practices.
• Experience of working as part of a team and working proactively and collaboratively with others
• Strong organisational and time management skills.
• Experience of effectively managing competing priorities and working to competing deadlines.
  

Knowledge, Skills & Abilities:

• Strong knowledge of using Microsoft Office and Teams.
• Excellent organisational and administration skills, with strong attention to detail and a proactive working style.
• Excellent interpersonal skills and be able to quickly build rapport with people at all levels and from a diverse range of professions and backgrounds.
• Strong written communication skills, being able to compile reports and information for the CEO.
• Strong diary management skills, and proactive in responding to potential conflicts and/or opportunities in scheduling.
• Skilled in the coordination of meetings and taking minutes/actions in meetings.
• Excellent attention to detail.
• Knowledge of coordinating projects and events, and able to support the collation of project updates for the Senior Leadership Team and the CEO as required.
• Able to work discretely and to maintain confidentiality.
• Creative and adaptable in approach.
  

*Please note that the responsibilities listed are not exhaustive and this job description may be subject to change as the role evolves over time.

You’ll be joining a collaborative, bold and innovative team of individuals who put our community first and are connected by a passion to make a real difference. 

🏆Our amazing benefits:

• 29 days annual leave (pro-rated for those who are part-time), which increases to 30 days after two years’ service. Three of these days need to be taken between Christmas and New Year.
• Celebrate your work anniversary in true Charity style
• Occupational Sick Pay
• Hybrid working
• Flexible working
• Charity pension
• Wellbeing support including professional counselling
• A personalised on-boarding programme
• Cycle to Work Scheme
• Perkbox – our team discount portal
• Health care vouchers

*Some of these benefits are non-contractual and are subject to change

The Brain Tumour Charity is committed to promoting diversity and inclusion in all aspects of our organisation. We particularly welcome applications from individuals belonging to minority ethnic groups, LGBTQ+ communities, people with disabilities, and other underrepresented communities. 

We strive to create a workplace that celebrates diversity and provides equal opportunities for all candidates and we encourage all individuals to apply even if they don’t meet all the criteria.

You can find more about what we're doing to become a diverse organisation here. 

Whilst we'd love to have you on board, we want to be upfront as we’d hate to waste your time applying for a role where we can’t take you on. At the moment, we're unable to offer visa sponsorship for any of our positions. We're currently seeking candidates who are already authorised to work in the UK without the need for sponsorship, who can remain on a permanent basis.

Please apply by clicking the red ‘join our team’ button, attaching your CV and a covering letter explaining why you want the role, what you would bring to the team and how your skillset and experience will enable us to make a real impact for those affected by brain tumours. We'd like to encourage you not to use AI to write your cover letter as we want to get to know you, the real you!

We are keen to ensure that our recruitment process is inclusive so if you’d find it beneficial to submit your application in a different format, please drop us a line at careers@thebraintumourcharity.org.

Advert close date: Friday 6th December 2024

First interview date and location: week commencing 9th December 2024 over Microsoft Teams 

Second interview date and location: week commencing 16th December 2024 at our office in Fleet

The post holder will also; 

• Contribute to achieving the objectives of The Brain Tumour Charity
• Live and breathe our values by being bold, collaborative and innovative, with a community-first approach to everything you do
• Undertake any additional and ad hoc tasks as required 
• Participate in team meetings and other meetings as required 
• Monitor and evaluate activities and provide written reports 
• Represent The Charity at external events in a professional manner 
• Work within an equal opportunities framework 
• Adhere to all The Charity’s policies, procedures and working 
• Ensure all records are held in compliance with GDPR, The Fundraising Regulator Code of Practice and The Brain Tumour Charity policies.

We process your data in accordance with the Data Protection Act 2018 and the General Data Protection Regulation. For full details, please read our privacy policy for job applicants.